James Madison University collects and manages a variety of student record information, including student profile information, admissions data, compliance data, and student academic records. Student record information generally provides an overview of a student’s college career and allows faculty and staff to track students' progress toward degrees, provide outreach and support, and conduct analyses and reporting.
Compliance data represents a specific subset of student record data that includes information related to the work of the following offices:
- Office of Disability Services (ODS)
- Office of Student Accountability and Restorative Practices (OSARP)
- Title IX Office
- Office of Equal Opportunity (OEO)
The systems that manage the student record data include Peoplesoft, the Common App, Accommodate, Advocate, and Salesforce.
- Admissions Data
information collected at admission including admit level, admissions type (i.e., first-time first year, transfer, etc.), cohort year, prior institution information, test scores, and transcripts - Student Profile Information
identifying information such as ID, name, student picture, residency, class level, and athletic affiliation - Student Academic Records
information such as student-level enrollment, student-level course enrollment, program declarations, academic standing, and degrees awarded - Compliance Data
- Disability Services Data
- Student-submitted disability information (e.g. documentation, forms, requests, etc
- Case notes (e.g., meetings, review notes, communications, etc.)
- Student Accountability Data
- Individual student disciplinary case data
- Participant involvement, reporting, and/or exploration of options about a university disciplinary process
- Case notes (e.g., meetings, review notes, communications, etc.)
- Title IX Process Records
- Information about student involvement in referrals, reports, supportive measures, and formal complaint procedures
- Office of Equal Opportunity (OEO) Process Records
- Information about student involvement in OEO processes, complaint procedures, supportive measures, referrals, investigation materials, and communication with OEO
- Disability Services Data
- Tracking Progress to Degree
monitoring academic milestones to ensure that students are on the right path to completing their educational programs. This involves tracking course enrollment, credit accumulation, and degree auditing - Student Outreach & Support
using information from academic, demographic, and behavioral records to provide resources that enhance student success and well-being - Analytics & Reporting
analyzing data to generate insights that enhance decision-making, improve student outcomes, and support institutional effectiveness - Compliance Data
- This information is used to comply with legal and institutional obligations
- Disability Services Data: Student-submitted disability information is utilized for determining reasonable accommodations due to disability. Case notes reflect a record of the data relevant to ODS processes and procedures
- Student Accountability Data: These records capture student and participant involvement in referrals, reports, investigations, case procedures, and communications
- Title IX and OEO Process Records: These records capture student involvement in referrals, reports, supportive measures, complaint procedures, investigations, and communications, ensuring proper management and compliance with legal requirements
- This information is used to comply with legal and institutional obligations
- Directly (provided by students)
- Admissions Materials (including the Common App)
- MyMadison
- Course Enrollment
- Accommodate
- Information provided to OSARP, Title IX, ODS, and/or OEO offices
- From others (provided by faculty, staff, and JMU offices)
- Registrar’s Office
- Academic Departments
- Card Services
- The Graduate School
- Office of Disability Services Case Notes
- Information provided to OSARP, Title IX, ODS, and/or OEO offices
James Madison University shares student record data internally to faculty and staff who have need-to-know access to relevant information. Access to student record data is managed by IT and the relevant JMU data owner. Data is protected and shared in accordance with FERPA guidelines. JMU does not sell student information to external parties. We do report data to required state and federal higher ed regulatory agencies
Here are some examples of the parties that Student Record Data are shared with (in some cases, mandated by state and federal law):
- JMU student support services
- Examples: Office of Residence Life, Dining Services, UREC
- Government entities for reporting
- Examples: U.S. Federal Government (NCES), State Council for Higher Education in Virginia (SCHEV), U.S. Dept. of Veteran Affairs (VA)
- Regulatory organizations
- Examples: Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), National Collegiate Athletic Association
Personal information may also be shared when required by law, or as permitted by law to protect the safety, property, or rights of the university, its community members and guests.
Take Action
- Update personal information
- Order and view transcripts
- View final grades
- Change major/minor
- For more information on compliance data, please see the resources below and contact the relevant offices as needed: